conf_checklist.adoc

Organization Checklist

Pre-Conference Communication

• ❏ The Code of Conduct for the conference is written and easily accessible from the conference website.

Attendees who had first or second-hand problems during conferences might avoid conferences with no CoC.

• ❏ The website clearly states its goal to defend inclusivity.

The absence of statement could be interpreted by minorities as an absence of such goal.

• ❏ The website clearly states whether it is accessible to reduced-mobility attendees.

Reduced mobility attendees might not engage with the conference when in doubt.

• ❏ Contact associations and public figures of minority groups directly to advertise the conference.

Such groups might have parallel networks than the rest of the community and not know about your event otherwise.

Venue

• ❏ There are at least 5 seats / 100 person, where attendees wait beetween conferences.

Attendees may have many reasons to need to seat during breaks.

• ❏ It is possible to reach the venue through large walkways and protected crosswalks.

Reduced mobility attendees might not be able to reach the venue otherwise.

• ❏ It is possible to reach the venue and go to all conference rooms without using stairs.

Some attendees might not be able to climb stairs.

• ❏ Doors to all conference room are wide enough for a wheelchair to pass.

Wheelchair users should be able to attend all conferences.

• ❏ There is a ramp to access every stage where a person in a wheelchair might talk.

Wheelchair using speakers need to be able to access the stage.

• ❏ There are gender neutral bathrooms.

Trans and gender non-conforming attendees should not have to choose gendered toilets.

• ❏ There are spots where attendees know they can find staff members during the whole conference.

If a problem arises for an attendee, they need to be able to find available staff members without needing to search for them.

• ❏ The conference program is available on an accessible webpage.

It will allow blind and vision impaired attendees to organize their planning using voice recognition.

Lunch and Parties

• ❏ Each lunch and party is accessible without using stairs or narrow doors.

Reduced mobility attendees should also be able to join the parties.

• ❏ Each lunch has a "first-class" vegetarian option.

There can be philosophical, religious or health reasons for attendees to not eat meat. Their lunch should be correct nonetheless.

• ❏ Attendees have a way to indicate specific diets in advance, so that they can be served a different meal.

It is often not practical to propose food that would blindly satisfy all existing diets. By directly asking attendees, the actual need can be identified.

• ❏ Attendees can get the list of ingredients in served foods.

Attendees with food allergies might need to check the ingredients before eating something.

• ❏ There are alcohol-free options at parties, that are as good as the alcoholic ones.

Attendees who don’t drink should not feel like second-class guests.

• ❏ Alcohol is limited until a given time, at official parties.

Some attendees do not feel secure when other are drunk. They should be able to attend the parties nonetheless.

• ❏ Visible and available staff members should be present during official parties.

If the party is organized by the conference, it should be clear and staff members should be able to intervene in case of problem.

Staff

• ❏ The staff is aware and in line with the conference goal of increased inclusivity.

Staff behaviour will have a tremendous impact on the experience of attendees during the conference.

• ❏ Every staff member has a list of contacts if an emergency occurs.

Every visible staff member might have to handle one on their own.

• ❏ There is diversity in the staff members.

Attendees from a minority might talk more easily if they see a staff member from their group.